Working with Sellers

Table of Contents

SECURING THE LISTING:

Step 1: The Pre-Listing Interview

Step 2: Preparing for the Listing Appointment

Step 3: Conducting the Listing Appointment

BRINGING THE PROPERTY TO MARKET:

Step 4: Preparing the Home for Sale

Step 5: Marketing the Property

Step 6: Organizing Showings

FROM OFFER TO CLOSING

Step 7: Presenting Offers

Step 8: Dealing with Conditions and the Conditional Period

Step 9: Meeting Contract Obligations Ahead of Closing

Step 10: Completion and Key Contract Dates

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Getting Started: Compliance and Client Engagement

Before you begin working with any client, regulatory compliance is critical. Under BCFSA requirements, two forms must be presented at the outset:

• Disclosure of Representation in Trading Services (DORTS)

• Privacy Notice and Consent (PNC)

These should be provided before you discuss confidential information such as price, finances, or bargaining position. By doing so, you create clarity about your professional role and establish transparency around data use.

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From Offer to Closing

Step 1: The Pre-Listing Interview

The pre-listing interview typically takes place over the phone and is designed to gather key property details while setting clear expectations with the seller. The conversation often begins with light, friendly introductions before transitioning into a structured series of questions. These should cover essentials such as the seller’s name, property address, desired timeline, history of the home, and any other relevant information. Allow time for the seller to ask their own question. This helps to build trust and lay the groundwork for a strong professional relationship.

The call should conclude with setting a firm appointment for the listing presentation. Follow up promptly with a professional email confirming the details and providing any preliminary information the seller may find useful.

 

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Step 2: Preparing for the Listing Appointment

Preparation is critical to a successful listing appointment. It not only positions you as a knowledgeable professional, but also builds the seller’s confidence that you are the right person to represent them. By investing time in advance, you ensure that the meeting is focused, productive, and demonstrates your value from the very start.

In order to properly prepare for a listing appointment, you may want to:

1. Get to know the neighbourhood: Drive the area, take photos of the subject property, and study the surrounding community. Pay close attention to comparable listings and recent sales, as well as any changes in the neighbourhood that may affect property values.
2. Establish a pre-liminary range for pricing the property: Review your comparables carefully and create a defensible pricing range based on market data. Be ready to explain your reasoning and show how the property fits within current market trends. 
3. Prepare your pre-listing package: this should include the following: personal brochure, company brochure, market annual report and current statistics, your marketing plan, samples of your marketing materials, property videos and previous campaigns, how you communicate listing activity, seller questionnaire, and a closing page. 
4. Drop off your pre-listing package ahead of the meeting: Whenever possible, drop off your pre-listing package before the appointment. This professional touch allows the seller to review your materials in advance and helps establish credibility from the outset.
5. Finalize Your Strategy: Prepare your recommended list price, bring a completed listing contract, and anticipate possible objections. Develop clear, confident responses so you are ready to address concerns on the spot. (Learn How to Create a CMA)

 

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Step 3: Conducting the Listing Appointment

A typical appointment begins with a property walkthrough. Use this time to learn about the home’s history, the seller’s experiences, their motivations for selling, and their desired timelines. Ask thoughtful questions that invite them to share both practical details and emotional connections to the property.

After the walkthrough, transition into reviewing your listing package. This is the moment to demonstrate your marketing expertise, highlight your value, and begin the closing process. Be sure to outline your roles and responsibilities as their agent. At the most basic level, this would include the following. This is generally included in the Schedule A of your listing agreement:  

• Listing the home on the MLS
• For Sale Sign
• Collecting necessary information for sale (i.e., title, survey, strata documents, tenancy agreements, chattels, and fixtures)
• Arranging for photography and floorplans
• Creating promotional packages and feature sheets for the property
• Advertising the property
• Coordinating showings and open houses for the property
• Reviewing offers and presenting to clients
• Ensuring a smooth closing process

Once concerns regarding the home and your duties as agent have been addressed, move into the pricing discussion. Present your CMA, explain your methodology, and walk through different pricing scenarios. Discuss the likelihood of selling at various price points so the seller understands both opportunity and risk.

When a pricing strategy has been agreed upon, close confidently by presenting the listing contract and associated documents. This final step solidifies your professional relationship and sets the stage for preparing the property for market. In addition to the contract itself, you should discuss the Property Disclosure Statement with your clients. More information on the PDS can be found HERE

Paperwork and Required Documents:

Once you have a signed listing contract, you will need to upload this to the Brokerage's transaction software, SkySlope. Doing this asap ensures we are able to properly oversee the necessary paperwork . 

Required Listing Documents:

1. 1. MLS Listing Sheet
   2. Listing Contract Incl. Schedule A
   3. Property Disclosure Statement
   4. Title Search
   5. Privacy Notice & Consent Form
   6. Disclosure of Representation Form
   7. FINTRAC ID & PEP

For Strata Properties:

1. 1. Documents listed in Addendum II of CPS
   2. Completed Form B 
   3. Strata Rules and Bylaws
   4. Strata Meeting Minutes and Strata Plan
   5. Common Property & General Index
   6. Form F (Optional but recommended)

 

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Bringing the Property to Market

Step 4: Preparing the Home for Sale

This is often the most exciting (and stressful) stage for both you and your seller—it’s where the property is transformed into its best possible presentation. The goal here is twofold: to showcase the home in a way that attracts buyers and to prepare your seller so there are no surprises during the conditional period of an accepted offer.

Begin by discussing the benefits of proactive preparation, such as:

• Pre-inspection: A pre-listing inspection gives sellers a clear understanding of their property’s condition before it goes to market, helping identify potential issues early and reducing the risk of surprises, renegotiations, or failed deals. Conducted by a qualified inspector, the process typically includes booking the appointment, completing the inspection, and receiving a detailed digital report outlining the home’s condition. Costs generally range from $700 to $1,500 depending on the size and complexity of the property, with payment often deferred until closing. Pre-inspections are particularly valuable for single-family homes, allowing sellers to address minor concerns, price accurately, and create a smoother, more predictable transaction for both buyers and agents.

• Septic or other system inspections: If you are selling a property, having major systems inspected before listing can help prevent delays, renegotiations, or failed deals. For rural homes with septic systems, inspections are especially important, as systems vary by property and replacements or upgrades can cost $30,000 to $60,000. A professional inspection confirms the system type and condition, supports accurate pricing, and reduces surprises during buyer due diligence. The same principle applies to other major systems such as electrical, plumbing, heating, and water supply, where undisclosed issues can quickly become deal breakers. Addressing concerns upfront builds buyer confidence, shortens subject periods, and creates a smoother, more predictable sales process.

• Underground Oil Tanks: Another consideration when listing single family dwellings and rural properties is the possibility of an underground oil tank. Due to environmental and liability concerns, removal is now regulated and requires a permit and professional soil testing to confirm contamination levels and ensure accurate municipal records for future transactions. Tanks must be removed with proper permitting and tested after removal, and older inerted or unpermitted removals may require retroactive permits to update records. While these steps add cost, they help reduce risk, prevent delays, and protect both buyers and sellers. This is also a good opportunity to review overall home fire safety, as issues related to heating systems, electrical components, and fire preparedness can impact buyer confidence and the smoothness of a sale.

• Handyman services: As part of preparing a property for sale, it is often worthwhile to address minor repairs and maintenance items through handyman services. Small issues such as loose fixtures, minor drywall damage, caulking, or general clean-up can distract buyers and negatively impact perceived value. Completing these items in advance helps the home show better, reduces buyer concerns, and supports stronger pricing and smoother negotiations.

Once the property has been staged, inspected, and fine-tuned, it’s time to schedule:

• Staging Services: If agreed upon, staging services can be scheduled to enhance how the home is presented to buyers. Staging highlights the property’s layout, scale, and best features, helping buyers better visualize themselves in the space and improving overall presentation both online and in person. While staging can be costly, especially for larger homes, it can attract stronger interest, support faster sales, and encourage more confident offers. 

• Professional Photography & Media: Professional photography should be scheduled, as photos form the foundation of all online and print marketing materials. High-quality images, along with professional floor plan measurements and optional virtual walkthroughs or video tours, help showcase the property accurately and attractively. Using our in-house photography team, ReShot, ensures consistent quality, efficient scheduling, and visuals that are specifically tailored to support strong marketing, online engagement, and buyer interest.

Your listing presentation set expectations. Ensure you follow through on the marketing and media you committed to.

 

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Step 5: Marketing the Property

• MLS® Listing: The MLS® listing forms the foundation of all marketing efforts; accuracy and completeness are critical. Your listing should include professional photos, floor plan measurements, and a clear, compelling description that highlights the home’s condition, key features, and lifestyle benefits.

  Learn how to broker load a listing HERE.

  When broker loading the listing, ensure you have uploaded the following supplements:
  
  • Title (preferably initialled by the seller)
  • Property Disclosure Statement (complete)
  • Floor Plan
  • Stratas: Strata plans, general index, etc. 
  • Seller’s instructions: The seller may request that offers not to be presented to the seller prior to a certain date. In these cases, it is prudent to put in licensee notes that this is the case. See Seller's Instructions to REALTOR® Form. 

• Digital Marketing: Once the listing is uploaded to Matrix, it is automatically syndicated to REALTOR.ca, the brokerage website, and approved third-party platforms. To ensure maximum online exposure, confirm that DDF network access is enabled at the time of upload. Strong digital presentation is essential, as most buyers will first encounter the property online, and high-quality visuals and accurate information play a major role in generating interest and showings.

• Professional Floor Plan Measurements: Professional floor plan measurements are an essential part of the listing process. Generally, these are completed by your photographer and uploaded to the listing. Providing accurate measurements can help buyers understand the layout and scale of the home, reduce questions, and supports transparency in the transaction. 

• Print & Traditional Media: Depending on the seller’s preferences and current market conditions, traditional marketing tools may still play a supporting role. These can include feature sheets for showings, advertising in local newspapers, or placement on community bulletin boards. While not always necessary, these materials can be effective in neighbourhood-focused markets or for properties targeting a specific demographic.

• Open Houses & Neighbourhood Outreach: Open houses and local outreach can help build momentum, particularly early in the listing period. This could involve hosting open houses and/or distributing “just listed” notices to nearby residents. Additionally, this is a great lead generation method for other owners that may be interested in coming to market. 

• Setting up for Sale Signs: For Sale signage should be arranged promptly once the listing is live, as it helps capture drive-by traffic and local interest. Before installing any signage, confirm municipal bylaws and neighbourhood rules, as directional signs and personal signage are not permitted in all communities.
• Lockbox Locations and working with Stratas: Lockbox placement should be planned carefully to ensure ease of access while maintaining security and professionalism. Choose a location that is practical for showing agents and complies with any property-specific requirements. Clear instructions help minimize access issues and improve the showing experience.
  
  For strata properties, confirm any rules or procedures related to showings, lockbox placement, signage, and open houses. Some stratas require advance notice, approval, or specific access protocols. Addressing these requirements early helps avoid disruptions and ensures compliance.

 

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Step 6: Organizing Showings

Showings are handled through BrokerBay, the Board’s official showing management system. This ensures smooth scheduling, accountability, and security for both sellers and agents. Additionally, BrokerBay tracks all lockbox activity, providing a record of who accessed the property and when. 

Best Practices

Remind sellers to keep the property clean, bright, and welcoming for each showing.

• Scheduling: Enter seller-approved showing times into BrokerBay. 

• Notifications: Sellers receive real-time notifications for showing requests, confirmations, and cancellations..

 

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From Offer to Closing

Step 7: Presenting Offers

When offers are received, your role is to guide the seller through each one while meeting all BCFSA and Board requirements. Every written offer must be presented promptly and fairly. The decision to accept, reject, or counter an offer always rests with the seller.

Core Steps

• Present promptly: All written offers must be communicated to your seller without delay, regardless of price or terms.

• Disclose requirements: At the time of presentation, provide the seller with:

  • The Home Buyer Rescission Period Information
  • Disclosure of Seller's Expected Remuneration

• Seller’s instructions: Offers may only be withheld if the seller has provided specific, written instructions to do so. These instructions must be documented in writing. We suggest using the Seller's Instructions to REALTOR® Form. 

• Multiple offers: When dealing with multiple offers:

  • Advise the seller of the total number of offers received

  • If there is any uncertainty about presentation order, present offers in the order they were received

  • All presentations must be handled objectively and without bias

  As required by VREB Regulations, the Listing Brokerage must provide a copy of the signed Disclosure of Multiple Offers Presented to each Cooperating Brokerage and any unrepresented buyers as soon as possible, and no later than one calendar day after one offer is accepted or all offers are rejected.

Best Practices

• Clearly break down each offer for the seller, including price, deposit, subject clauses, subject removal deadlines, and completion and possession dates

• Keep comparisons factual and neutral. Provide context where helpful, but allow the seller to make the final decision

• Document all offers, disclosures, presentation details, and seller instructions in the transaction file

Options When Reviewing an Offer

When an offer is presented, explain the available options clearly so the seller understands the implications and next steps.

• Accepted Offer: The seller may accept an offer as written. Once all parties have signed, the agreement becomes legally binding, subject to any conditions. Ensure copies of the signed documents are distributed within required timelines.

• Counteroffer: If the seller wishes to change any terms, such as price, dates, or conditions, a counteroffer may be issued. A counteroffer rejects the original offer and replaces it with new terms. It must be signed by the seller and presented within the original offer’s validity period. There is no binding agreement unless the buyer accepts the counteroffer.

• Expiry of the Offer: If an offer is not accepted or countered before its expiry time, it automatically lapses. Once expired, it cannot be accepted unless the buyer submits a new offer.

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Step 8: Dealing with Subject Conditions

When your seller accepts an offer with subjects (sometimes called contingencies), the deal isn’t firm yet. The buyer still has to do their due diligence — and your role is to guide your seller through this waiting period.

How to Handle This Stage

• Track the clock. Subject removal deadlines are written into the contract. Put these dates in your calendar right away. 

• Inspections: If inspections are required, plan and book these with the buyer's agent and your seller. Use BrokerBay to help track access. 

• Stay in touch. Check in with the buyer’s agent. If issues come up, you’ll want to know early.

If the deadline passes without removal, the contract can collapse.

What are the options after inspection?

Sometimes inspections can lead to renegotiations. Help your seller decide whether to fix, adjust the price, or stand firm. Any and all changes to the original contract need to be signed by all parties. 

 

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Step 9: Meeting Contract Obligations Ahead of Closing

Congratulations! Subjects have been removed and your deal is officially pending. From here, it’s all about making sure the seller delivers on every promise before closing day. If the seller doesn't meet their obligations, it can lead to disputes, financial penalties, or even legal claims. 

What Needs to Be Done

• Ensure Deposit is Received: The deposit becomes payable upon the removal of subjects in most real estate transactions. Check the contract for the exact deposit terms and ensure the buying agent confirms receipt. This confirmation should be provided in writing, but can be as informal as a text or email. Ensure you keep a record on file of this confirmation. 

• Report the Sale to the MLS: Once a sale has removed subjects, it must be officially recorded in Matrix. You can input the completion and pending dates from within your Matrix account. 

• Repairs or commitments. If your seller agreed to fix anything or leave certain items, confirm the work is completed and keep receipts or photos as proof. 

• Lawyer/notary coordination. Ensure your accepted contracts, amendments, and subject removals have been submitted to the office. Conveyancing will send all of the required documents to the seller's lawyer to ensure an efficient and timely closing. To this end, please ensure you have provided the office with your client's lawyer information! 

• Final preparations. Remind your seller to arrange utility disconnections, mail forwarding, and to leave the home clean and empty (unless specific items are staying).

Best Practices

• Check in with your seller regularly as closing approaches — even just quick updates. This reduces stress and builds trust.

• Touch base with the conveyancing team or the lawyer/notary to make sure nothing is still outstanding. Conveyancing will send you an email and add notes in SkySlope outlining any missing documents. Please upload any outstanding items as soon as you can so everyone involved can move forward smoothly.

 

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Step 10: Completion and Key Contract Dates

As a transaction reaches the finish line, it is important to understand the key dates set out in the Contract of Purchase and Sale. These dates guide the legal, financial, and practical steps of the transaction and must be treated as firm obligations under the contract.

1) Completion Date: The completion date is the day the purchase funds are transferred and the buyer is officially registered as the new owner at the Land Title Office. This is when the transaction becomes legally complete and the seller becomes entitled to the sale proceeds. The seller’s lawyer is responsible for ensuring this date is met, but agents should understand its importance and timing.

2) Adjustment Date: The adjustment date is used to fairly divide ongoing expenses between the buyer and seller. Costs that are typically paid in advance, such as property taxes, are adjusted so each party pays their share based on this date. The seller is responsible for expenses up to the adjustment date, and the buyer assumes responsibility from that date forward. Other common adjustments include tenant rents and security deposits.

3) Possession Date: The possession date is the day the buyer receives vacant possession of the property. This is a fundamental term of the contract, and it is essential to confirm that the seller will be fully moved out by this date. Best practice is to stagger the possession date after completion to ensure funds have fully changed hands before keys are released.

If a seller is purchasing another property, it is often advisable for their purchase possession date to occur a few days before the possession date on their sale. This buffer provides flexibility if issues arise and helps reduce stress at the end of the transaction.

It is very important that these dates are met, as they form core obligations under the contract and any frustration in this regard can be messy in a legal context. 

Client Care at Completion

Completion is an ideal moment to reinforce client relationships and leave a positive, lasting impression. Thoughtful, timely gestures help clients feel appreciated and bring the transaction to a meaningful close.

Consider the following client care touches at the end of a transaction:

• A handwritten thank you card or personal note expressing appreciation for the client’s trust

• A congratulatory message recognizing the milestone they have reached

• A closing gift to mark the occasion

For sellers, a message acknowledging a successful sale and the beginning of their next chapter is often especially meaningful.

If you have any questions or need additional support, reach out to us anytime at service@phre.ca.